Manage Expenses

Expenses in Zoho Books can have different statuses. They can also be filtered, sorted or exported based on various criteria.

In this page…

Status of an Expense

An expense in Zoho Books can have any one of the following statuses.

Status Description
Non-Billable The expense cannot be added to invoices you create for your customers.
Unbilled The expense has been marked billable for a customer but has not been added or billed in an invoice yet.
Invoiced The expense has been added or billed in an invoice.
Reimbursed The expense has been successfully reimbursed by the user.
Expense Status

Filter Expenses

You can filter recurring invoices based on their statuses. Here’s how:

Filter Expenses

If you want to filter expenses based on your own criteria, click + New Custom View. Learn more about Custom Views.

Custom Views

If you wish to filter expenses based on certain parameters of your own, you can do it through custom views.

Scenario: Patricia wants to view all the expenses created between January 1, 2019 and March 31, 2019. To do this, she can create a custom view and specify the criteria accordingly.

To create a custom view for expenses:

Enter a name for your custom view. If you frequently use this custom view, you can select the Mark as Favorite option.

Add criteria for the custom view based on the fields in recurring invoices. You can add multiple criteria by clicking + Add Criteria.

Column Preferences
Choose the fields that have to be displayed in the custom view that you’re creating. You can move fields in the Available Columns to the Selected columns by clicking the + icon next to them.

Share Custom View
Choose who gets access to this custom view.

New Custom View

This custom view will be shown when you click the All Recurring Invoices dropdown in the Recurring Invoices module.

You can edit this custom view by clicking the Edit icon next to the custom view.

Edit Custom View

To delete the custom view:

Edit Custom View

Sort Expenses

You can sort expenses based on the different columns or fields of the expense. Here’s how:

Sort Expenses

Rearrange Columns

In the Expenses module, you can choose which fields are displayed and which are not in the main page. You can also rearrange the columns or fields in the same page. Here’s how:

Rearrange Columns

Insight: Fields which are mandatory (marked by **) cannot be unchecked.

Export Current View

If you have filtered your expenses, or rearranged the columns in your expenses, then you can export that particular view of your expenses. Here’s how:

Export Current View Confirm Export

Next >
Mileage Expenses


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